EXPENSE Training Guide
Quick Start Guide
www.chromeriver.com
Chrome River EXPENSE: Quick-Start Guide
Table of Contents
Chrome River EXPENSE: Quick-Start Guide .................................................................. 2
Launching and Logging in to the Chrome River Application .................................... 2
First Log In ..................................................................................................................... 2
Regular Log In ................................................................................................................ 2
Creating your Profile……………………………………………………………………….….3
Adding Email Accounts………………………………………………………………………..3
Creating a New Expense Report.................................................................................. 3
Attaching Receipt Images ............................................................................................ 5
Upload PDF Receipts ..................................................................................................... 5
Email Memo Receipts .................................................................................................... 5
Email or Fax PDF Receipts With Cover Page ............................................................... 7
Submitting a Report ..................................................................................................... 7
Policy Compliance Warnings & Violations ..................................................................... 7
Report Tracking ............................................................................................................ 8
Inquiry Reports ............................................................................................................. 8
Expense Approval ........................................................................................................ 9
Approve Online............................................................................................................... 9
Approve or Return by Email ......................................................................................... 10
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 1
Chrome River EXPENSE: Quick-Start Guide
Chrome River EXPENSE: Quick-Start Guide
This guide will give you the basics needed to hit the ground running with Chrome River EXPENSE. Detailed user
guides are available in the Chrome River Help Center, accessible via the “Help” link in the upper right-hand corner of
the application.
Launching and Logging in to the Chrome River Application
Launch the Chrome River application from any web browser at https://app.chromeriver.com/login. (Use this same
website from your mobile phone or tablet) You must disable pop-up blockers for www.chromeriver.com in order to
view and print PDF reports. Click the links below to access instructions for the most common web browsers.
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


Internet Explorer (Internet Explorer 8 or newer is recommended)
Firefox
Chrome
Safari
FIRST LOG IN
Complete system setup by allowing local storage. Click NEXT on the System Setup screen. Click ALLOW on
the Adobe Flash Player Settings screen.
Complete the Login Screen:
 User ID: Your eAYSO email user name
 Password: Password for eAYSO
 Company ID: www.AYSO.org
REGULAR LOG IN
Complete the Login Screen:
Chrome River Technologies
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
User ID: Your eAYSO email user name


Password: Password for eAYSO
Company ID: www.AYSO.org
1.888.781.0088
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[email protected]
█
www.chromeriver.com
pg. 2
Chrome River EXPENSE: Quick-Start Guide
Creating your profile:
The Chrome River system will issue your expense reimbursement by direct deposit to your bank account. Before you
can submit your first expense reimbursement, you must enter your bank account information.
From the top right menu bar, select Options/Bank Account
A screen will appear and require you to complete the following banking information and select save.
Account Description
Name on Account
Bank Code – Routing Number
Bank Account Number
Bank Name
Account Type
Adding Email Accounts:
In order to email receipts directly to your Chrome River profile, you may need to add an email that is different from
your login email. To do this, from the same Options dropdown, select “Preferences”. A new window will pop up and
in the “Alternate Email Addresses for Expense Memo” section, you may add up to three new email addresses for
Chrome River to recognize.
Creating a New Expense Report
A new expense report can be created for each event, or events can be combined into a single report.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 3
Chrome River EXPENSE: Quick-Start Guide
1.
2.
3.
From the Home Dashboard or the Expense Dashboard, click the NEW EXPENSE REPORT button located
on the right on the My Dashboard blue bar. The Expense Entry Screen will appear.
a. The Expense Header section stores all the basic information that applies to every expense listed on
the report.
i. Expense Owner
ii. Report Name
iii. Pay Me In
For your first expense item, click on the appropriate expense-type button on the Add Expense menu bar and
complete the fields in the expense entry window that pops up. If there is an arrow on the button, clicking it
will reveal a submenu of categories within that expense type.
There are three basic types of expense entries.
a. Standard Expense Entry: This is the basic format for the majority of expenses, including airfare,
travel and supplies. The screen will prompt you for such information as date, amount, business
purpose and vendor.
b. Guest Expense Entry: Certain expense types contain an additional section at the bottom where
you can identify internal and/or external guests. Note: The expense owner is automatically added
to the list however can be removed if you did not attend the meal or event.
c.
4.
5.
6.
Hotel Expense Entry: This screen provides wizard-style functionality to allow you to itemize a
hotel bill into its various expense types and reconcile the total hotel bill with the detailed entries.
In the preview pane on the right side of the screen, you can see a summary of the expenses you have
added and add notes, receipts and items to your expense report.
After the expenses have been added to the report and all receipts have been uploaded, click SUBMIT if
you are done or click SAVE/CLOSE to be taken back to the Expense Dashboard.
Before submitting, verify that the receipts are attached by selecting the “Receipts” Tab first to be sure that
all necessary receipts are included. If the necessary receipts are not there, please reference the next
section, “Attaching Receipt Images”
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 4
Chrome River EXPENSE: Quick-Start Guide
Attaching Receipt Images
Receipt images may be uploaded as a PDF, emailed or faxed to be immediately attached to your expense report.
UPLOAD PDF RECEIPTS
If you choose to upload PDF receipts, the maximum size for a single upload is 5 MB, and the combined size of
all the PDFs uploaded must be 100 MB or less.
1.
From Within the Expense Report: On the Expense Entry Screen, click on the RECEIPTS tab. Click
on UPLOAD IMAGES to attach your PDF file(s). Make sure you select the correct option of either
adding to your receipts or replacing all reciepts with the new file upload.
EMAIL MEMO RECEIPTS
Chrome River’s Email Memo feature allows you to use your smartphone to create new expense items—with or
without images—for later attachment to an expense report online. Receipts submitted this way must be
JPGs of less than 5 MB.
1.
2.
3.
4.
5.
6.
7.
8.
Use your phone to take a photo of the receipt.
Draft a new message containing the following information.
a. To: [email protected]
b. From: [email protected]
c. Subject: xx.xx [dollar amount]
d. Body: For [x] business purpose
The "From" email address must be the one associated with your account in Chrome River EXPENSE online.
The Subject should be the amount of the expense with no symbols—the corresponding currency code is
optional. If you neglect to put the expense amount in the Subject line, the amount will be 0.00 when the
expense appears in Chrome River online.
The body should contain the business purpose of the expense.
Attach the receipt photo.
Send the message to [email protected].
Once it is received, you will be able to view and attach the email memo in the Offline folder on the Items tab of
the Expense Entry Screen when creating a new report or editing an existing one.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 5
Chrome River EXPENSE: Quick-Start Guide
9.
You will notice with the 2 sample mobile expenses
from the picture that the 2nd expense has a “>>
Receipt ” option on the right, while the 1st expense
does not. The receipt option indicates that an
attachment was included with the original email.
10. Always select the “>> Receipt“ option to verify that an
image is there. If there is no image, you can upload it
online using a PDF, or you can delete the mobile
expense and try emailing it again.
11. Once you are ready to add the mobile expense to your
report, you can click and drag it to the left, or you can
click the green “+” from the left side of the mobile
expense box
12. Upon adding the expense, you will be shown a
Confirmation box that presents 2 options:
a. If you are attaching a receipt image
AND an expense line item, select
the default option “Create Expense
Item(s) AND Add Receipt Image(s)
For All Selected Items”. By
choosing this option, the expense
line item will show up in your
report, and the attached image will
also be added to your report. This
is the most commonly used option.
b. If you are ONLY attaching a receipt and not a line item, select the second option of “Add
Receipt Image(s) Only for all Selected Items”. You would use this option if the expense line
item is already in your report and you just want to add the receipt image.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 6
Chrome River EXPENSE: Quick-Start Guide
EMAIL OR FAX PDF RECEIPTS WITH COVER
PAGE
Attaching receipt images by fax or email allows you to
bypass the file-size limitation on images uploaded through
the application. It is also the only way to submit images as
TIFF files. Note that images must be grayscale, with a
preferred resolution of 200 dpi, 300 dpi, or 150 dpi (in that
order). Only PDFs and TIFFs can be accepted.
1.
From the Expense Entry Screen
a. Click PDF REPORT in the lower right hand
corner of the screen and select COVER PAGE.
This will generate a cover page with a unique
expense ID barcode.
b. Print the cover page and place it in front of the
receipt(s) you wish to submit.
c. Send the stacked cover page and receipt(s) to
Chrome River by fax or by scanning and
emailing them.
i. Fax number: 214-540-1162
ii. Email address:
[email protected]
d. You will receive an email confirmation message if the submission is successful or a detailed error
message if it fails.
From My Unsubmitted Expenses or My Recently Submitted Expenses
a. Highlight the draft expense report to which you would like to attach receipts. Click PDF REPORT
in the navigation bar.
b. Select COVER PAGE to generate a cover page with a unique expense ID barcode.
c. Follow Steps b through d, above.
2.
Submitting a Report
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Before submitting a reimbursement, always select the “Receipts” Tab to verify that all necessary receipts are
attached.
Once you have verified your receipts are attached, click SUBMIT in the lower right-hand corner of the
Expense Entry Screen.
To submit the expense report from the My Unsubmitted Expenses Grid, highlight it in the grid on the
Expense Dashboard. Click SUBMIT in the navigation bar.
After you click SUBMIT, you will be prompted to certify that the expenses are correct and for legitimate business
purposes.
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Clicking SUBMIT again will send the report to the first step in the approval routing process.
Clicking PRE-APPROVAL will let you enter details of an expense you plan to incur, including the dates,
business purpose, cost center and estimated expenses.
POLICY COMPLIANCE WARNINGS & VIOLATIONS
A breach of policy will trigger a warning or violation message when you click SUBMIT.

A compliance warning indicates that additional information is required before the expense can be
submitted for approval and processing. Click on the red warning symbol and either modify the data or
enter a reply. Then click SAVE to proceed.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 7
Chrome River EXPENSE: Quick-Start Guide

A compliance violation indicates that the expense cannot be submitted for approval and payment
based on the company’s policies as defined in the system. Click CANCEL on the Submit screen, make
any required changes, and select SAVE/CLOSE or SUBMIT again.
Report Tracking
Once the expense report has been submitted, it will appear in the My Recently Submitted Expenses grid. From here,
you can track its progress through the approval routing process by highlighting the report and clicking TRACKING.
The tracking screen displays such details as the assigned approver(s), the routing status, and the approval status.
You can sort the list of tracked expenses using the following views:
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Show Current: Displays which approver(s) has the report now
Show Projected: Displays which approver(s) will have the report next
Show All: Displays the entire routing path
Inquiry Reports
The Inquiry Dashboard allows you to create reports and perform quick inquiries on all your activity by category:
expense reports, expense items, delegates, calendar, credit card items, firm-paid items, approvals and paid
expenses.
1.
2.
3.
4.
Click on INQUIRY from any Dashboard.
Under the Reports tab, select the report you would like to generate.
Click the RUN REPORT button.
An arrow to the left of the report name indicates that the report results can be grouped. Click the
CRITERIA tab to pull up the grouping options.
a. Check the box next to the group(s) you want in the order in which you want the results grouped.
For example, if you want the results grouped by Status first, then by Creator, click the Status
checkbox first.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 8
Chrome River EXPENSE: Quick-Start Guide
Expense Approval
If you are part of the approval process, Chrome River EXPENSE makes this very important task easy by allowing you
to approve expenses online or by email.
APPROVE ONLINE
1. Log into Chrome River EXPENSE and navigate to the Approval Dashboard.
2.
The Expense Tab shows a synopsis of each expense that needs approval. Highlight an expense in the
grid and click OPEN to review it.
3.
The Expense Approval Screen lists each line item that requires your approval on the left and provides
expense details, notes and receipt images on the right.
4.
You can review, adjust, accept or return each line item individually by highlighting it in the list.
a.
Clicking ACCEPT will send the expense to the next step in the approval process once you
click SUBMIT.
b.
Clicking ADJUST will open the expense item so that you can change the approved amount,
business purpose, and/or cost center. You may also add a note.
c.
Clicking RETURN will send the expense item back to the expense owner.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 9
Chrome River EXPENSE: Quick-Start Guide
5.
6.
When you have finished reviewing the expense, click SUBMIT to pass the approved expense line
items on.
Clicking RETURN ALL will send the entire expense report back to its owner. You will be required to
provide an explanation and click SUBMIT again.
APPROVE OR RETURN BY EMAIL
Chrome River will email you expenses that require your approval. You can only approve or return them with
notes via this method—any adjustments must be made in Chrome River online.

Forwarding the email to [email protected] is equivalent to clicking SUBMIT in Chrome River
EXPENSE online.

Forwarding the email to [email protected] is equivalent to clicking RETURN ALL in Chrome River
EXPENSE online.
If you receive approval emails in HTML format, you can approve or return expenses by clicking the
green ACCEPT button or the red RETURN button in the email itself.
Chrome River Technologies
█
1.888.781.0088
█
[email protected]
█
www.chromeriver.com
pg. 10